Before you install EmbTrak, you will have already determined how many and what type of licenses you'll need (Enterprise, Scheduler or both).

Licenses are not user specific, meaning any user can be logged into EmbTrak at any given station, but once the maximum number of licenses is reached, then no other user will be able to log on until one of the current users logs off. EmbTrak doesn't limit the number of users you have set up to use the program, but the number of licenses you have will dictate how many users can log on at the same time.

Email Setup

In Embtrak, users have the ability to email Sales Orders and Design Proofs.  Emailing requires:

  1. The current user must have an email address set up in Users & Groups.
    email 1
  2. Email settings must be set up under System -> Administration -> Email.  
Outgoing Email (SMTP) Server       The name or IP address of the SMTP server by which EmbTrak email messages will be sent
Port   The port of the SMTP server by which the EmbTrak email messages will be sent
Use SSL   Checkbox to indicate whether or not to use SSL when communicating with the SMTP server
Username   The user name used in authenticating with the SMTP server, if any
Password   The password used in authenticating with the SMTP server, if any


Security and User Permissions/Settings

The administrator or power user will need to set up additional users' accounts and credentials in the Users and Groups screen. EmbTrak personnel will have most likely already set up initial users during integration and training.

  •  On the main screen, navigate to the (EmbTrak 4.x) Users and Groups screen (System -> Administration -> Users and Groups)
    or (EmbTrak 3.9708) User/ Password Administration screen (File -> Administration -> Security).

    file admin security 4.1x             User Pwd Admin
  • The Users and Groups screen will open.

    security screenb 4.1x

Adding a New User

    1. To add a new user, click on the "+" in the Users portion of the screen.   <New User> will appear in the User Accounts List.
    2. Click on the Group(s) that this user will be associated with.  This will initialize the user's Permissions.  The Permissions on the group will be the Effective permissions.  To override one or more of these, mark the boxes under the Assigned tab.   ***See section below for more details about Permissions***
    3. While <New User> is still highligthed,  complete the User Account set-up and details.
      1. Full Name: first and last name of the user
      2. Employee #: this field is not required, but if your company uses employee #s, you would enter it here.
      3. User Name: Every user will need a unique username to log in to Enterprise. Typically, the user name is the first letter of the first name plus the last name, (ex. Jane Smith's user name would be jsmith), but that doesn't have to be the case. Each customer can set up their users' user names however they would like.  It must be between 4-10 characters long.
      4. Password: Every user will need a password to log in to Enterprise. The administrator or power users will set up a default password for users, which the user can then change the first time he/she logs in. EmbTrak does not require each user to change their password; however, we highly recommend that they do so.
      5. Email: the email address for the user
      6. Company: The company field will automatically populate from the Companies table in the database. If the user needs to be assigned to a different company than the one defaulted to in the field, click the dropdown and select the desired company. (Note: Most customers will only have one company option available to them).
      7. Region: In order to select from this dropdown, the Regions must be set up in EmbTrak.  
      8. Functions: Check which roles apply to this user.  If CSR is checked, this user will display in the CSR dropdown in Sales Order screen. 
    4. Next, establish a default set of Settings, which you will copy fron amother user.   Under the Settings dropdown, select a similar user and click "Copy".
    5. Click on the Licenses tab (EmbTrak 4.x only).  Check the boxes for the product(s) you will be using.  Ex. Enterprise or Elite and/or Scheduler.
    6. Click the Save icon (in Users section) to save retain changes.
    7. New users need to have File Locations defined to access the Design Library, Background Fabric Colors, Reports and other options.  ***See section below for more details about File Locations***

Editing an  Existing User

    1. To edit an existing user, click on the User's name in the User Accounts area.
    2. Make any necessary modifications.
    3. Click the Save icon to retain changes.


Permissions  Permissions grant or deny access to certain areas/functionality within the application and are set in the permissions tab. (Example -- whether or not a user is allowed to delete a work order).

    1. There are two permission tabs: Assigned and Effective.
    2. Assigned permissions are where you actually assign permissions for the user by checking the box next to the permission you wish the user to have.
    3. Effective permissions are a read-only version of the permissions list and verify which permissions are checked.
    4. Take note of the Legend at the bottom of the Permissions List.

security legend 4.1x 

    • By default, when you first add a new user, the checkboxes next to all the permissions will be 'unset.'
    • Once you assign a user to a Group, the user will inherit the Group's permissions.  These will be visible under the 'Effective' tab.
    • If you want to override a group permission for a user, click the check box next to the desired permission until the box displays a dark check mark, as shown below.

    • Once you've set the desired permissons under the 'Assigned' tab, click the Save icon, and those permissions will be reflected under the 'Effective' tab.

        1. As with the User Account list, the Groups list will be blank when you first start, or may contain some default/sample groups. The administrator or power user will need to create Groups.
        2. Groups are beneficial, especially for customers with many users, because you can set permissions for a specific group, and then add users to that group. When a user is added to a group, he/she inherits the permissions already set for that group. So you won't need to manually assign permissions for each user; just assign permissions once for each group.
        3. To set up a new group, click the "+" sign at the top area of the Groups section. (Note: There are two "+" signs on the Users and Groups screen. Make sure you're clicking the one on the top half of the screen).

          add groups2
          • 'New Group' will appear in the name box, as well as in the list of groups in the left column.

            new group
          • In the Name box, replace 'New Group' with the name of the new group. In this example, the new group has now been renamed 'Sales Reps.'

            (Note: In order to make the <New Group> in the Groups list change to your new group name, click out of the Name box after entering your new group name.
          • Once you've added a group, that group name will automatically appear in the Groups list next to the User Accounts list. To assign a user to a group, simply check the box next to the desired group in that Groups list while the desired User is highlighted.

            groups list
          • Make sure you click the save button in the Groups section in the upper half of the screen to save your groups.

            save group2

      Password Requirements

      EmbTrak has set certain criteria for passwords that must be followed:

            • At least 6 characters long
            • Not the current password or the previous 5 passwords
            • Does not contain 3 consecutive letters of your username
            • Contains characters from at least 3 of the following groups:
              • Uppercase letters
              • Lowercase letters
              • Numbers
              • Special characters: @!#$%*_:;-,.( ) { } ~`

      If you attempt to set your password to something that does not meet that criteria, you will receive a dialog box that tells you the password does not meet minimum security requirements and lists the above criteria. You will need to then re-enter a new password that meets the criteria.

File Locations

To set File Locations (Directories) in EmbTrak:
On EmbTrak 4.x: System -> Administration -> File Locations
On EmbTrak 3.9708: File -> User Settings -> Set Directories

Set the paths for the Directories requested on your screen.  (Depending on your EmbTrak version, you may have different directory paths to specify.  Use another working machine's settings as a guide).
File Locations

Design (Apparel) Folder: Where the design files are stored.

Swatch Folder: Where the background fabric color .bmp files are stored.

Reports Folder: Where the Report files are stored.

Corporate Image Folder: Where the Company Logo is stored.  Used for Design Proof.

Decoration Export Folder: Where the Desgin Proof temporary files pass through.

Product Image Folder: Where the image files for Design Proof are stored.

Email Attachments Folder: Where exported Design images are stored for later attachment to an Email.